Sample Banquet or Event booking inquiry format:
The Banquet inquiry form is used by the hotel sales team to write down the banquet or event details while discussing the requirements with guests or bookers. This form is often used by the sales team when they get for sales call to a client office or site.
Details like the required banquet hall, date of the function, duration, type of function, number of pax, menu requirement, equipment requirement, seating arrangement, etc. are noted down on the inquiry format. Later these details are updated on the hotel banquet booking software or property management system.
Download Sample Event Enquiry Formats
Subject: Inquiry for Banquet/Event Booking
Dear [Venue Manager/Event Coordinator],
I hope this message finds you well. My name is [Your Name], and I am interested in hosting an event at your venue. After researching various options, your venue stood out to me for its [mention any specific features or aspects that attracted you].
I would appreciate it if you could provide me with the following information to help me make an informed decision:
- Can you please confirm if the venue is available on [proposed date(s)] for the event?
- What is the maximum capacity of the venue, and does it meet the requirements for my expected number of guests, which is approximately [number]?
- Pricing and Packages:
- Could you provide me with a breakdown of the rental costs and any packages you offer? Additionally, are there any additional charges or fees that I should be aware of?
- What amenities and services are included in the rental fee? For example, is catering provided, and if so, what are the menu options?
- Deposit and Payment Terms:
- What is the required deposit to secure the booking, and what are the payment terms leading up to the event?
- Cancellation Policy:
- What is your venue’s cancellation policy?
- Setup and Décor:
- Can I bring in my own decorations, or do you provide any in-house decorating services? Are there any restrictions on the type of decorations allowed?
- Audiovisual Equipment:
- Does the venue provide audiovisual equipment, or do I need to arrange for that separately?
- Is there ample parking available for guests, and is there a cost associated with parking?
- Vendor Restrictions:
- Are there any restrictions on external vendors, or do you have a list of preferred vendors that I should consider?
- Is the venue accessible for guests with disabilities?
- What security measures are in place at the venue?
I would appreciate it if you could send me a formal quote based on the information provided. Additionally, if there are any brochures or additional materials that showcase your venue’s capabilities, please feel free to share them.
Thank you for your time, and I look forward to the possibility of hosting my event at your venue. If there are any further details you need from me, please don’t hesitate to ask.
[Your Full Name] [Contact Information]